Module Overview: Magical Import

Your team is spending valuable time in Excel cleaning and standardizing your data before importing it to your CRM. Even with this effort, details are being missed, formatting is often inconsistent, and some duplicates are being created in your CRM. Though the CRM has a built-in import tool, the features are limited.

Insycle's Magical Import module allows you to import data flexibly and powerfully, ensuring that clean, non-duplicate data is entered into your CRM. You can explore, format, standardize, associate, and cleanse the data before it's imported to the CRM (instead of using Excel or other tools).

Key Use Cases

How It Works

When you click to upload a CSV to Insycle, it doesn't import to the CRM right away. Instead, it loads your CSV into Insycle for preprocessing.

You'll map the CSV columns to CRM fields, and choose how that data will be used on a field-by-field basis. Then you can manage your data in several ways—cleansing, formatting, standardizing, appending data, and creating relationships before importing it into your database.

Insycle also helps you avoid creating duplicates as a side effect of the import using unique identifiers and comparing the CSV rows to existing CRM data.

You can save the import configuration as a template so future imports can be set up with just a couple of clicks.

Step-by-Step Instructions

Select the CSV File for Import and a Template

Navigate to Data ManagementMagical Import

Select the database and the record type in the top menu. Then choose the CSV file that you would like to import.

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Select a template if you or someone on your team has already saved one that can handle importing from the same source.

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Step 1: Map CSV Columns to CRM Fields and Choose Import Method

After uploading your CSV data into Insycle, Step 1 will populate with a column for each field in the CSV. Insycle automatically looks for the matching CRM fields and maps them for you. You'll need to manually map any fields it can't figure out.

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Next, tell Insycle how to use the data on a field-by-field basis by selecting the Import Mode for each column—update existing records, create new records, or do both depending on what's in your CRM data.

There are four Import Modes:

  • Update: Import CSV values into your CRM, overwriting existing CRM values (will skip empty CSV values).
  • Fill: Import CSV values only when there is no existing value in CRM (will not overwrite existing CRM values).
  • Overwrite: Import CSV values, including empty CSV values, into your CRM (will overwrite existing CRM values).
  • Append: Add CSV values to existing values in your CRM. For example, append notes from a CSV to existing notes, or add values on multi-select fields (checkboxes or picklists).

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Step 2: Choose the Identity Field and an Action: Import, Compare, Delete, or Export

Insycle uses an Identity Field to compare the CSV to your CRM data and identify existing records for the same entity. Identity Fields are data points that would only belong to a single record—such as email address, phone number, street address, or ID number. For companies, it could also be company name, or company domain. No matter what action you want to take, you must choose an Identity Field.

There are four actions to choose from: 

Use the Import feature to enrich existing records or create net new records from data you have in a CSV (without adding duplicates). Learn more about importing from a CSV.

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Use the Compare feature to:

  • Understand how many contacts from a list are net-new versus already existing in your CRM.
  • Preview how your CSV import would change data for existing records.
  • Check unsubscribes against your CRM database.

Learn more about using Magical Import to compare CSV data to existing records in your CRM.

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Use the Delete feature when you have a CSV containing records you know need to be deleted. You can match the CSV rows to CRM records and easily delete the data in bulk.

Learn more about using a CSV to specify records to delete from your CRM.

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Use the Export feature to extract values from your CRM and create a new CSV report comparing the rows in your import CSV to the existing data from your CRM. (This is a read-only operation.)

Learn more about exporting CRM data for CSV comparison or enrichment.

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Step 3: Format and Standardize Data Before Importing (Optional)

Under Step 3, you can make bulk changes to the CSV data or filter out rows before it is uploaded to your CRM. The options selected and applied here will be reflected in the table view of the data in Step 1, not done directly in your CRM.

On the Functions tab, you can select fields, formatting and transformation changes to apply to the field data. You could clean up, format, add or remove text, copy values to other fields, or make other updates. These are the same functions found in the Transform Data module which you can learn more about in this blog post.

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Using the Find & Replace tab, you can bulk update values in the Step 1 table so they are ready to go when you import. This saves you from needing to go back and edit the original CSV and setting it up in Insycle again.

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The Filter tab allows you to limit which rows from your CSV are imported based on criteria you define. You may want to do this to import in segments that are handled differently, or if there are just some junk rows you don't want to import.

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Step 4: Create Relationships, Bulk Update, Add to Campaigns or Lists (Optional)

Make Bulk Changes to a Field 

On the Bulk Update tab, you can add a value into CRM fields even if you don't have the field in the CSV. This will add the same value for all the imported records.

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Associate/Link Imported Rows to Records in Your CRM

The Associate tab (which may be called the Link tab, depending on your CRM's naming convention) allows you to create relationships between CSV records and existing records in your database when you import. 

Learn more about creating relationships when importing.

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Set Format for Dates Tied to Records

The Date Format tab allows you to reformat dates before the data is imported into your CRM.

Learn more about reformatting dates before the data is imported into your CRM.

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Add Records to HubSpot Lists

When importing HubSpot contacts, the List tab will appear. From here, you can add the imported contacts to a new or existing list.

Type to search existing lists in HubSpot or use the button to Create a new list. If you select an existing list, the Show link will let you open it in HubSpot for a preview.

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Add Records to Salesforce Campaigns

When importing Salesforce contacts, the Campaign tab will appear. From here, you can add the imported contacts to an exisitng campaign from Salesforce.

Type to search campaigns, then the Show link will let you open the campaign in Salesforce for a preview.

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Step 5: Import the Data to Your CRM

By default, Insycle will attempt to import all of your CSV data into your database. If there are only a few records you want to import, return to the table under Step 1 and check the boxes beside the select records. 

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When you click the Import [X] Contacts button under Step 5, you'll be prompted to confirm.

⚠️ Note that there is no preview step. Once you confirm, the changes are applied to your CRM immediately.

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After the import runs, the Import Result breaks down the import information—how many records you tried to import and how many succeeded, failed, were updated, deleted, or unmodified. Click the Run ID to open a CSV record of the import.

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A record of these changes can be found anytime in the Activity Tracker.

Create a Template to Streamline Future Imports

After you've seen the results in the CRM and are satisfied with how the import runs, you can save all of the configurations as a template to use each time you import a CSV with the same source and format. With a template, all of your settings are saved, including field mapping, actions, functions etc., so you will have minimal work for future imports.

Return to the Template menu at the top of the page and click the disk icon to save this as a new template, making sure to give it an informative name.

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Tips for Importing from a CSV

  • If your CSV file contains special characters or symbols, it needs to be saved in CSV UTF-8 format. Otherwise, Insycle may not recognize those characters during importing.
  • You can experiment with how the functions under Step 3 will work before importing records. After you have set up Functions to apply to your CSV data, click the Apply button. The data in the table under Step 1 will be modified per these instructions. If you don’t like how a function played out, make adjustments and re-apply them. If you don't want to use a function at all, delete it from Step 3; when you click Apply again, the affected data will revert to what it was before.
  • Importing a large data set can take a while to process, and Insycle handles this in the background. Once you click Import, there is no need to keep the page open, you can move on to other things. To check the status of your import, go to the Activity Tracker.

Advanced How-Tos

Selecting an Identity Field

Insycle uses Identity Fields to compare your CSV to your CRM data. Identity fields must be "unique identifiers." These are data points that could only belong to a single contact—such as email addresses, phone numbers, street addresses, or ID numbers.

Additionally, when using an email field, Insycle will automatically cross-reference any additional email fields in the records for a match. If using a domain field, Insycle will check additional domain fields. 

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Important Note

You can select more than one identity field however, Insycle will check that ALL of the fields match, not just one of the fields. If you include six identity fields and five of them match but one does not, Insycle will not identify the record as a match.

Using the "Update Existing and Create Net New" setting, Insycle will fail to match many records and instead will create a new record.

If you use the "Only Update Existing" setting with multiple Identity Fields, you will identify far fewer existing records and much of your CSV data will not be imported, because Insycle will not be able to find the correct record to update.

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It is typically best to use a single identity field.

Date Format Matching

Insycle attempts to match date value using multiple formats in the following order:

  1. Date time with timezone: 2018-07-19T23:25:45.671-0400
  2. Date time in UTC timezone: 2018-07-19T10:15:30Z 
  3. YYYY-MM-DD HH:MM:SS
  4. Date (YYYY-MM-DD): 2018-07-19 or 2018/07/09
  5. Date (M-D-YYYY): 07-19-2018 or 7/19/2018

All the above formats work with and without the - or / symbols.

Learn more about reformatting dates before the data is imported into your CRM.

Using Activity Tracker to View Audit Trail and History

With the Activity Tracker, you have a complete audit trail and history of changes made through Insycle. At any time you can download a CSV report that lets you see all of the changes that were made during an import operation.

Navigate to Operations > Activity Tracker, enter "import" to search by the module, or look for a template name, then click the Run ID for the operation.

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Troubleshooting

Here are some tips for troubleshooting issues specific to importing:

Seeing red warnings icon in Step 1

If there are issues with a CSV row, the red warning icon will be shown on the left side of the record. Records that have errors in them will not be imported.

To learn what the problem is and determine steps to resolve it, hover over the red exclamation mark—an explanation of the error will display. 

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If a field in your CRM includes dropdown values and the data included in your CSV does not match, the row will display an "Invalid picklist value" error. This value needs to be changed to match the dropdown options used in your CRM.

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You can make quick fixes to the import data directly in Insycle by hovering over a value and clicking the pencil icon.

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Matches for CSV records not found in CRM

If a record in your CSV is not being matched to a CRM record and you know that it should be, there are several potential causes:

The Identity Field you chose does not match between the CSV and CRM

Have a look at the data in your CRM using the Grid Edit module, adding columns to the layout so you can explore the fields and values. Then compare this against the columns and values that are in your CSV to find a reliable, but unique field that match between the two sources. 

You are using too many Identity Fields

You can select more than one identity field, however, Insycle will check all the fields to match. If one single field does not match, the corresponding matching CRM record will not be identified and will not be deleted. In most cases, it is best to use a single Identity Field.

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Your Identity Field choice is too broad

Insycle uses Identity Fields to compare your CSV to your CRM data. If you're using a field that is not truly unique as an Identity Field, it's likely that Insycle won't be able to identify one single record as a match. For instance, there could be many people with the First Name, "John" in your CRM. This is why uniqueness is key.

When selecting your Identity Field, make sure it is truly a "unique identifier." These are data points that would only belong to a single record—such as email address, phone number, street address, or ID number. For companies, it could also be company name, or company domain.

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There is a syncing issue

To refresh the data in Insycle, navigate to Settings > Sync Status, select the account, and click the Refresh Accounts List button. Alternatively, you could log out of Insycle and then log back in.

For help re-syncing a specific field, contact support.

Data not being formatted when importing

If you have set up formatting or standardization functions in Step 3, but aren't seeing those changes reflected after importing your data, make sure that you click the Apply button.

You must apply these updates to your CSV data before importing it into your CRM. You will see these changes reflected in the data under Step 1.

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For general troubleshooting advice, see our article on Troubleshooting Issues.

Frequently Asked Questions

Does Insycle automatically map my CSV fields to my CRM fields?

Yes, Insycle will automatically map fields that it is able to identify. However, Insycle may not be able to map every field. When it cannot map a field, a notification will appear.

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Can Insycle add new data from a CSV to existing records?

Yes, you can easily append data to existing data by selecting the Append Import Mode for any field in Step 1.

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Can I clean import data before it is added to my CRM?

Yes, Insycle provides many functions that can clean, format, and standardize data from your CSV before it's imported into your database.

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Can Insycle create relationships between records when importing?

Yes, Insycle allows you to associate records while importing data from a CSV in Step 4, using the Associate or Link tab. (The tab label may vary depending on the CRM.)

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Can Insycle compare CSV data to existing data in my CRM?

Yes, Insycle allows you to compare the CSV to existing data in your CRM records. The Compare (Preview) tab under Step 2 provides a simple CSV report showing the values from your original CSV next to the values currently in your CRM.

To learn more, see the Compare CSV Data to Existing Records In Your CRM article.

Is there a limit to how many records I can import at once?

Yes, the Magical Import module can handle up to 100k rows for each CSV import. Keep in mind that the more rows and fields you have in your CSV, the slower the import process will be. If you run into this issue, try breaking the CSV in half, or into segments, and remove any extraneous fields.

Additional Resources

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